Policy
Rhatigan Student Center Student Organization Dances
Scheduled On The RSC East Patio, RSC Ballroom Or Room #223

Purpose

The Rhatigan Student Center, in an attempt to provide the necessary safeguards which will contribute to a safe and successful event, wish to establish the following policies and procedures.

Programming Certification Workshop

Any student organization in good standing with Wichita State University Division of Student Affairs is eligible to sponsor student dances.

The Division of Student Affairs will sponsor a Programming Certification Workshop for student organizations. Any member of a student organization who will be responsible for planning and hosting a dance on the East Patio, in the Ballroom or Room #223 must attend the workshop. Upon successful completion of the Programming Certification Workshop, those members are eligible to schedule a dance through the University Reservations Office, and are eligible to serve as the organization's on-site representative for events scheduled in the Rhatigan Student Center or its environs.

Scheduling, Confirmation, Fee Payment

Student organizations are encouraged to reserve the East Patio, Ballroom or Room #223 in the Rhatigan Student Center for events. Each organization is allowed two scheduled activities per month during the fall and spring semesters. No student dances will be scheduled during the summer session.

A dance must be scheduled a minimum of two weeks prior to the event. Scheduling, confirmation, and fee payment are handled through the University Reservations Office located on the first floor of the Rhatigan Student Center, or by calling 978-3475. To confirm a reservation a deposit is required. The confirmation deposit will be applied towards the East Patio, Ballroom or Room #223 usage fees and charges.

Contract and Fee Payment Schedule

The signed event contract along with all applicable fees must be received by the Reservations Manager a minimum of five (5) working days prior to the scheduled event. Failure to meet the deadline will constitute cancellation of the event.

Click Here to obtain a PDF of the contract

Cancellation Procedures

The confirmation deposit is refundable if a reservation is cancelled five (5) working days prior to the scheduled event.

Any cancellation after five (5) working days up to twenty-four (24) hours prior to the scheduled event will constitute loss of deposit.

Eligibility and Admittance Procedures for Student Dances

The student organization will control admittance to student dances under the following guidelines and with supervision of the Rhatigan Student Center Event Manager. The following categories of persons with valid picture identification are eligible to attend a student dance.

    • Category 1: A Wichita State University or other college student with a current student identification card.

    • Category 2: A graduate/alumni with a graduate, alumni, or Greek ID.

    • Category 3: Active members of the Armed Forces of the United States with a current military ID.

To ensure the safety of students attending the dance everyone must produce a picture ID that establishes his/her eligibility to attend the dance. Each eligible person attending the dance may sponsor a guest, if the guest has a picture ID. An eligible person must accompany his/her guest to the event and register with the organization in charge. Eligible persons without a guest are not required to register.

The sponsoring organization will check ID's throughout the event and must ensure all persons attending the event meet the established attendance criteria. The Reservations Manager and the sponsoring organization's representative will determine a location to check ID's and collect admission.

The Rhatigan Student Center Event Manager will monitor activities throughout the evening. If a violation should occur, the Event Manager will inform the sponsoring organization, who in turn will be expected to resolve the problem.

Security

The Wichita State University Police Department will coordinate the hiring of security officers for the safety of all attendees during an event held on the East Patio, in the Ballroom or Room #223 in the Rhatigan Student Center. The number of security officers needed will be determined by the University Police Chief based upon the nature of the event.

Officers hired for the event will assist in all medical emergencies, provide assistance to the Event Manager and sponsoring organization, as well as enforce policies and procedures of the Rhatigan Student Center and Wichita State University.

The sponsoring organization will incur the costs for four (4) officers at dances where alcohol is served or three (3) officers at dances where alcohol is not served. Wichita State University will incur any further security costs in most cases, including additional officers as determined by the University Chief of Police.

Magnetometers

The student organization is responsible for providing ID checkers, ushers, and attendants for the East Patio, Ballroom and Room #223, as determined by the Reservations Manager.

Loitering is prohibited on Rhatigan Student Center premises and in the parking lot.

Dances will end no later than 1:00 A.M. The East Patio, Ballroom or Room #223, surrounding environs, and the parking lot must be vacated within thirty (30) minutes of the dance's scheduled ending time.

Due to security reasons the student organization will not permit a person who leaves the Rhatigan Student Center East Patio, Ballroom or Room #223 to return to the dance.

The sponsoring organization is responsible for handling and security of its funds.

The sponsoring organization is responsible for controlling its members and guests during the event. Security officers will provide assistance as needed.

All policies and procedures not covered herein will be covered by the Event Manager at an Event Briefing one hour prior to the event.

Advertisement

Advertisement of all events is encouraged, however, it is required that groups obtain approval from the Reservations Manager prior to advertising. The following information is required on all advertisements:

        1. Name of the sponsoring organization.
        2. Specifically state who is eligible to attend event.
        3. Identify the start and end times for the event.

Food and Beverage/Alcoholic Beverage Service

University Dining Services retains all rights to sell and/or serve food and beverages within Rhatigan Student Center facilities and its environs. Organizations requiring food and/or beverage service for an event must contract for the service through the University Dining Services' Office, located on the first floor of the Rhatigan Student Center, 978-3477.

Cereal malt beverage and/or alcoholic liquor service must be in compliance with University policy.

Event Briefing

The Rhatigan Student Center Event Manager will conduct a mandatory briefing one hour prior to the event's scheduled starting time, for representatives of the sponsoring organization and all security officers. Introductions, policies and procedures, and individual assignments will be made. We strongly suggest the sponsoring organization's faculty/graduate advisor be present as well. The sponsoring organization's certified representative who signed the contract and any persons assigned a duty such as ID checkers, ushers, attendants, and admission personnel are required to attend, NO exceptions.

The event briefing will start at the University Reservations Office. If the required personnel from the sponsoring organization are not present the Event Manager is authorized to cancel the event.

Ending Times

The sponsoring organization will make an announcement fifteen minutes prior to the end of the event, advising all persons in attendance of the scheduled end time. Music will stop precisely at the scheduled end time. In order to ensure a safe and casual exit, thirty (30) minutes will be allowed for the exiting of the environs and parking lot.

Policy and Procedure Violations

The Reservations Manager or the Event Manager may cancel any event if the sponsoring organization fails to correct or comply with the Rhatigan Student Center Event Policy or fulfill its responsibilities either prior to or during the event.

Any safety or security issue that may arise during an event which is not corrected on the spot can result in the immediate termination of the dance.

Event policy violations can result in the suspension of the student organization's privilege to reserve the Rhatigan Student Center environs for further events. A Division of Student Affairs review panel hears and resolves all grievances.

Liability

The sponsoring organization will be held responsible for the actions of the persons attending the event regardless of whether those persons are members of their organization. The organization is responsible for any physical damage to the premises and/or equipment.

Effective: 7/1994
Revised: 1/2003

(metal detectors) for security screening at events are available upon request from the Rhatigan Student Center. If used, security officers will operate the magnetometers.